How to Enter an Overpayment
In some situations your customer may write a check for more than the amount of the item they are purchasing. RecPro does not have a native way to handle this, however, there are two methods around this.
1. Adjusting the fee of the item being purchased to match the check amount.
Adjust Fee to Match Check Amount
In order to enter a check into RecPro the amount being purchased must match the amount of the check. If the customer wrote a check for over the expected amount, you can simply adjust the fee of the item being purchased to match the check. Afterwards, you can partially refund the transaction for the difference onto account credit.
In this example the course being purchased typically sells for $15, however, the customer wrote a check for $25. (Note: The adjust fee option will differ depending on what is being purchased).
1. When adding the purchased item to the cart adjust the fee to the amount of the overpayment.
2. Check out and complete the transaction for the higher amount.
3. Re-open the same customer in your shopping cart again.
4. Press 'Refunds' and choose the transaction you just entered.
5. Change the amount of the refund to the amount of the overpayment. This will be added back to their account as a credit.
6. Press 'Checkout' and move the form of payment to 'Credit on Acct'.
7. Choose your refund 'Reason Type' and add any refund notes needed then press any receipt option in Step 3 to complete the refund.
8. After printing your receipt, you will be asked to set an expiration date for the credit and give a description of it. Adjust what's needed and press 'OK'.
9. The credit can now be seen on the customers account.
Create a Merchandise item to handle Overpayments
If adjusting the fee of the item being purchased is not possible, you can create a merchandise item which will serve as the difference of the overpayment. This item will then be refunded to account credit subsequently.
1. Create a merchandise item to serve as a placeholder for your overpayments. Go to 'Shopping Cart' -> 'Setup Options' -> 'Merchandise'. (This step is only required if this has not been done previously). Press 'Save' after entering item.
2. Open the customers shopping cart and add the item being purchased.
3. Next, add the newly created merchandise item to the cart. Change the price of the item to the amount of the overpayment. In this example the course fee was $15 and the check written was for $25. We'll be adding the adjustment item as $10 to cover the difference.
4. After entering the payment, you can now turn around and refund the merchandise item equaling the overpayment to account credit to be used later. Go back into the customers cart and press 'Refunds'.
5. When in the checkout screen change the form of refund from check to account credit.
6. Choose your refund 'Reason Type' and add any refund notes needed then press any receipt option in Step 3 to complete the refund.
7. After printing your receipt, you will be asked to set an expiration date for the credit and give a description of it. Adjust what's needed and press 'OK'.
8. The credit can now be seen on the customers account.